What client information can be updated outside of a workflow
Date Created: 6/18/2026
What this is
This article explains which client information can be updated directly in HMIS without using an Entry Assessment, Update Assessment, Annual Assessment, or Exit workflow.
What you need to know
Before updating client information, keep the following in mind:
- In general, updates to client information should be recorded via enrollment workflow such as an Update/Annual Assessment. However, several pieces of information can be updated outside of an enrollment workflow when the client is not in need of a full assessment update.
- Remember, correcting missing or inaccurate information is considered an edit, not an update, and can be done directly via an assessment form outside of an enrollment update in most cases.
Topic
Read below to learn which forms allow for updating client information outside of an enrollment workflow.
Clients workspace
In the Profile folder below are the forms that can be updated outside of a workflow.
| Information | Folder | Form |
|---|---|---|
| Name, Demographics, Basic Contact Info | Profile | Client Information |
| Family Members | Profile | Family Members |
| Case Managers | Profile or Care Coordination | Case Manager Assignments |
| Case Notes | Profile | Case Notes |
| Client Files | Profile | Client Files |
| Client Photo | Profile | Photo |
| Current Living Situation | Profile or Care Coordination | Current Living Situation |
| Document Check | Profile | Document Check History |
| Goals | Profile | Client Goals |
| Pronouns | Profile | Pronouns |
| Contact Information | Profile or Care Coordination | Contact Information |
In the Care Coordination folder below are the forms that can be updated outside of a workflow. (Only HC users have the Care Coordination folder).
| Information | Folder | Form |
|---|---|---|
| Shelter Placements | Care Coordination |
Shelter Placements - this form you can update the following information:
|
| Care Coordination Notes | Care Coordination | Care Coordination Notes |
| Vital Documents | Care Coordination | Vital Documents |
| Family CE Assessment Appointments | Care Coordination | Family CE Assessment Appointments |
| Case Management | Care Coordination |
Case Management - this form you can update the following information:
|
In the Assessment Forms folder below are the forms that can be updated outside of a workflow.
| Information | Folder | Form |
|---|---|---|
| Housing History | Coordinated Entry Forms | Housing History |
Updating information outside of a workflow is intended for correcting missing or inaccurate client information and maintaining client information, such as contact information, case notes, and care coordination details. Changes that affect a client's program participation, income, benefits, or enrollment dates must still be completed through the appropriate Entry Assessment, Update Assessment, Annual Assessment, or Exit workflow to ensure accurate reporting and compliance with program requirements.
If you are unsure whether a change should be made through a workflow or a form, review the related knowledge base article or contact the HMIS Helpdesk before making updates.